MCG Residency Program Coordinator - Graduate Medical Education Office

Job ID: 266555
Location: Augusta University
Full/Part Time: Full Time
Regular/Temporary:

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About Us

Augusta University is Georgia's innovation center for education and health care, training the next generation of innovators, leaders, and healthcare providers in classrooms and clinics on four campuses in Augusta and locations across the state. More than 9,000 students choose Augusta for educational opportunities at the center of Georgia's cybersecurity hub and experiential learning that blends arts and application, humanities, and the health sciences. Augusta is home to Georgia's only public academic health center, where groundbreaking research is creating a healthier, more prosperous Georgia, and world-class clinicians are bringing the medicine of tomorrow to patient care today. Our mission and values make Augusta University an institution like no other. We are part of the University System of Georgia.

Location

Augusta University Health Sciences Campus: 1120 15th Street, Augusta, GA 30912

College/Department Information

The Medical College of Georgia is one of the nation's largest medical schools by class size, with 260 students per class. The educational experience is anchored by the main campus in Augusta, regional clinical campuses for third- and fourth-year students across the state and a second four-year campus in Athens in partnership with the University of Georgia. MCG's expanding partnerships with physicians and hospitals across Georgia currently provides about 350 sites where students can experience the full spectrum of medicine, from complex care hospitals to small-town solo practices. MCG and its teaching hospitals also provide postgraduate education to more than 500 residents and fellows in 50 different Accreditation Council for Graduate Medical Education-approved programs. Our researchers and clinicians focus on what most impacts the health of Georgia's and America's children and adults, including cardiovascular biology and disease, cancer, neurosciences and behavioral sciences, public and preventive health, regenerative and reparative medicine, personalized medicine and genomics. Our physician faculty also share their expertise with physicians and patients at about 100 clinics and hospitals statewide.

Job Summary

This position acts as the Institutional Coordinator and serves as the integral member of the GME team providing high-level Administrative and Project Management support for the Graduate Medical Education (GME) Office and works under the direction and supervision of the Senior Associate Dean for Graduate Medical Education/ Designed Institutional Official (DIO) and the GME Manager.

Responsibilities

The duties include, but are not limited to:

Institutional Coordinator, Graduate Medical Education (GME): Supports the GME Office, Senior Associate Dean for Graduate Medical Education/DIO, Associate Dean for Graduate Medical Education, and the GME Manager in the daily administration of the GME Office, primarily in the roles of ACGME Accreditation compliance, GME systems and database management, GME Records management, compliance with (ECFMG) and Federal Regulations related to Residents sponsored on a J1 Visa, compliance with State and GA Composite Medical Board licensure regulations, processing and submission of Housestaff Residency Training Permit (RTP) applications, coordinating new Housestaff on-boarding, processing all documents required for employment of new Housestaff through Human Resources, and coordinating and processing applications for external Housestaff participating in Clinical Rotations at MCG as non-paid affiliates.

Banner Student System Coordinator: GME liaison with the Registrars' Office, Academic Affairs and Admissions. Collects and compiles all new Resident data for entry into the Banner Student System. Responsible for completing all Admissions and Enrollment actions required for MCG Residents into the Banner Student System, prior to the start of each academic year. Performs data entry of all new and transfer Residents (150+) into the Banner Student System. Ensures that all Banner application data required is entered for each Resident accurately, and that all residents are accepted into the appropriate training program for the academic year and term. Verifies that all returning and transferring Residents (430+) are entered into Banner correctly, to ensure that their respective training dates and training programs are accurate each academic year. Responsible for continuous maintenance of the data for all Housestaff in Banner, throughout the academic year. Acts as the primary GME Office contact person for the Office of Admissions, Registrar, and Academic Affairs for all Residency Program inquiries related to Banner, and Resident enrollment and Admissions.

GME Housestaff Off-Cycle Onboarding and Orientation: Responsible for the in processing, onboarding, and coordination of required training for all Residents who start their training program off-cycle, to include dissemination, collection, and processing of all required documentation for in-processing new House Staff, submission of these documents to HR, Occupational Health, Jagcard Office/ID Badging Office, and the Georgia Composite Medical Board. Submits ePAR transactions in PeopleSoft HRMS for new hire Residents and enters their information into the GME Database. Communicate with Program Coordinators, and incoming Off-Cycle Residents to follow-up on items pending for their hire, to include weekly monitoring and status updates during on-boarding related to the employment process, Residency Training Permit Licensure, completion of required training classes, and the status for eligibility for participation in the Residency Training Program. Conducts Primary Source verification to ensure that all Residents have been issued either a regular Georgia Medical License, or a Residency Training Permit on or before that start of the training program.

Center for Medicare Services (CMS) Coordinator: Serves as the GME Center for Medicare Services (CMS) Coordinator. Responsible for notification, communication, and compliance associated with Resident enrollment in Medicaid and Medicare. Compiles and distributes applications for CMS enrollment to new Residents, collects, reviews for completeness and accuracy, submits applications to CMS. Tracks and monitors application status and works with Program Coordinators to resolve discrepancies to ensure that all Housestaff are enrolled as CMS providers in a timely manner, in compliance with Institutional GME Policies.

Program Coordinator Liaison: Manage and coordinate GME HR activities using Peoplesoft HRMS, to include entering new hire ePAR transactions into People Soft HRMS for new House Staff and Clinical Rotators who are processed as non-paid affiliates. Processes the submission of ePAR transactions for House Staff new hires, AD Hoc salary changes, and submission of termination EPAR's for House Staff leaving the Program. Works closely with HR to verify all required documentation for new House Staff and ensures that all required HR and Occupational Health forms are distributed to incoming House Staff, processed, and submitted to HR to meet new hire deadlines. Continuously tracks status of new House Staff during onboarding (190+) Coordinates HR hiring, onboarding, and training sessions for all off-cycle new hire House Staff and ensures that all requirements are met before issuing House Staff contracts.

GA Medical Licensure-Residency Training Permit (RTP) Coord: Serves as the Liaison with the GA Board. Communicates with the board Licensing Manager, and attends annual teleconference with the Georgia Board, to remain abreast of requirements and changes to the application process. Responsible for processing all Residency Training Permit applications to meet GA Board deadline, to ensure that all applications for new and returning Housestaff are reviewed, and licenses issued, prior to July 1. Compiles and disseminates the Initial and Renewal RTP application and instructions to Program Coordinators. Reviews all completed RTP applications (approximately 500) from Program Coordinators for accuracy and completeness. Communicates with Programs and incoming Housestaff to resolve any application discrepancies, missing information, signatures, etc., and to collect all supplemental information/documentation as required by the Georgia Composite Medical Board. Responsible for entering the GME database, all licensure updates as residents update their Training Permit to a full unrestricted Georgia Medical License, notifying the Health Information Management Systems (HIMS) department, updating the licensure information in the Electronic Health Record via the Service Now application, and submitting primary source verification documentation to Human Resources.

Accreditation Council for Graduate Medical Education (ACGME): Coordinates and assists with facilitating GME Special Reviews. Works closely with the Associate Dean for GME in the planning and coordination of GMEC Special Reviews for GME Programs. Assists with coordination and planning and facilitation of the ACGME Clinical Learning Environment Review (CLER) and provides assistance with planning and coordinating ACGME Institutional Site visits. Attends the Graduate Medical Education Committee (GMEC Meetings); monitors and tracks accreditation documents and correspondence between the ACGME, GMEC, and DIO, including GMEC verification forms related to J1 visa trainees and other documents as needed. Supports the DIO as needed, including providing back-up support with ACGME accreditation activities such as; analyzing and presenting complex program and institutional data for continuous quality improvement of programs and the institution, monitoring and tracking accreditation activities of the sponsoring Institution and programs to ensure strict compliance with the ACGME Institutional Requirements, Common Program Requirements, and program-specific Review Committee (RC) Program Requirements. Duties in key areas of responsibility related to ACGME Accreditation include but are not limited to providing back-up support.

Educational Commission for Foreign Medical Graduates (ECFMG): Training Program Liaison (TPL) for the Educational Commission for Foreign Medical Graduates (ECFMG). The TPL serves as the official institutional representative to manage communication with ECFMG on behalf of all J-1 physicians enrolled in its Residency Training Program. As the designated TPL for the Institution, the TPL is responsible to streamline communication between the training program, J-1 physician, and ECFMG to ensure regulatory compliance and provide required administrative oversight. Responsible for collaborating with the ECFMG to ensure that Residents who are non-US Citizens requiring J1 visa Sponsorship and/or International Medical Graduates (IMG's) who have been offered GME positions meet all federal, state, ECFMG, and AU requirements. Initiates and manages the J1 visa sponsorship application via online Exchange Visitor Network (EVNET). Ensures timely submission of accurate and complete documentation. Initiates and processes all paperwork required for application for J1 visa sponsorship. Reviews all DS 2019 and I-94 forms for compliance with ECFMG requirements. Maintains up to date information on compliance standards of ECFMG certificates, J-1 Visa, and I-94 cards. Serves as a resource for all Program Directors and Program Coordinators.

GME Housestaff Onboarding: Prepares new Resident instructions for applying for the National Practitioner Identifier (NPI), to be included in the new Resident Packet. Prepares, compiles, and distributes new House staff packets to incoming Residents (190+) to include all GME Welcome letters, instructions for completing packets, campus map and all required documentation for in-processing new Residents. Receives and tracks completed new Housestaff packets and enclosed documents, reviews for completeness, and enters data from each new resident packet, into the GME Database. Creates and builds GME File for each new Resident from documents received. Creates and maintains new Resident database; to include all application information and tracking of all documents required for House Officer Contract, Licensure, and employment at AU. Extracts data from the new Resident database to prepare the One 45 Spreadsheet of all new Residents for upload to One 45 Residency Management System, for the academic year.

GME Clinical Rotation Coordinator: Manages and coordinates all Clinical Rotations at MCG/AU Residency Training Programs; including collection of the Clinical Rotation schedules from external facilities that have residents scheduled to participate in Clinical Rotations at AU Medical Center. Prepares all Clinical Rotation onboarding documentation, including updating the Clinical Rotation checklist. Prepares, compiles, and distributes Clinical Rotation packets to incoming Residents via e-mail. Receives, sorts, and reviews all required documentation for in-processing new Clinical Rotation Residents, for submission to Human Resources, Occupational Health, badging office, and the Georgia Composite Medical Board. Creates Clinical Rotation Resident file from documents received, to include all documents required for Clinical Rotation, Licensure, and hiring of non-paid affiliates. Prepares the ID badging form for all Clinical Rotators, and routes for appropriate signatures. Issues the completed Badge form to each Clinical Rotation Residents, prior to the start of their rotation. Creates and maintains the Clinical Rotator Resident database; to include all application information and tracking, extracts data to prepare the spreadsheet of all Clinical Rotation Residents for submission to the (HIMS).

Liaison with Fort Gordon, Eisenhower Army Medical Center: Communicate with EAMC Medical Center Program Coordinators to collect the EAMC Clinical Rotation schedule prior to the start of each academic year. Disseminates all information to EAMC Residency Program Coordinators, on all the required documentation for Clinical Rotations and the GME Office deadline for Clinical Rotation packets and required training to be completed. Conducts follow-up with EAMC Residency Program Coordinators, and Clinical Rotation Residents, on items pending for their Clinical Rotators, to include weekly monitoring and status updates during on-boarding related to the employment process, Residency Training Permit licensure, completion of required training classes, and the status for eligibility for participation in the Clinical Rotation.

Required Qualifications

Bachelor's degree from an accredited college or university in a related field with a minimum of four years directly relevant experience; Associate degree from an accredited college or university in a related field with a minimum of seven years of directly applicable experience; OR High School Diploma/GED with ten years of directly applicable experience.

Preferred Qualifications

Experience in progressively responsible position in a hospital or academic setting with directly related residency program involvement. Familiarity with Augusta University and Graduate Medical Education policies and procedures.

Knowledge, Skills, & Abilities



Proficient in Microsoft Office and other computer software/databases.

SKILLS

Excellent interpersonal, written, and verbal communication skills. Excellent customer service, multi-tasking, and organizational skills.

ABILITIES

Ability to maintain confidentiality. Ability to coordinate multiple projects simultaneously, meet deadlines despite often interruptions, maintain confidentiality, keep accurate records and make independent decisions. Ability to learn/utilize software system (Banner Student System, One45, Service Noe, Desire to Learn and OU Campus). Ability to travel. Ability to lift 20-30 lbs.

Shift/Salary/Benefits

Shift: Days; Monday - Friday (Work outside of normal business hours may be required)

Pay Grade: 14

Salary:$17.40/hr - $23.49/hr

Salary to be commensurate with qualifications of selected candidate within the established range (generally minimum-midpoint) of the position

Recruitment Period: Until Filled

Augusta University offers a variety of benefits to full-time benefits-eligible employees and some of our half-time (or more) employees.

Benefits that may be elected could include health insurance, dental insurance, life insurance, Teachers Retirement System (or Optional Retirement Plan), as well as earned vacation time, sick leave, and 13 paid holidays.

Also, our full-time employees who have been employed with us successfully for more than 6 months can be considered for the Tuition Assistance Program. Consider applying with us today!

Conditions of Employment

All candidates are required to successfully pass a Background Check review prior to starting with Augusta University.

All employees are responsible for ensuring the confidentiality, availability, and integrity of sensitive [patient, student, employee, financial, business, etc.] information by exercising sound judgment and adhering to cybersecurity and privacy policies during the course of their employment and beyond.

Other Information

This position is also responsible for promoting a customer-friendly environment and providing superior service to our patients, students, faculty, and employees. "Augusta University is a patient-and family-centered care institution, where employees partner every day with patients and families for success."

Augusta University is a tobacco-free environment, and the use of any tobacco products on any part of the campus, both inside and outside, is strictly prohibited.

Equal Employment Opportunity

Augusta University is proud to be an equal opportunity employer, welcoming applicants from underrepresented groups, including individuals with disabilities and veterans.

How To Apply

Consider applying with us today!

https://www.augusta.edu/hr/jobs/

Select University Faculty & Staff > External Applicants if you are a candidate from outside the university

Select University Faculty & Staff > Internal Applicants if you are a current university employee

Search for Job ID: 266555



If you need further assistance, please contact us at 706-721-9365


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=12000&JobOpeningId=266555&PostingSeq=1

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